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Approve a $595,316 agreement with MorphoTrak, LLC to implement Phase 1 of the automated biometric identification system project; Delegate authority to the County Administrator to execute the agreement and any amendments that remain within budgeted appropriations, not to exceed $50,000; Authorize the Sheriff or his designee to execute amendments which are technical in nature; and Approve Appropriation Transfer Requests (ATRs) to reflect operating transfers to the Sheriff’s operating budget totaling $495,316 from the Sheriff’s Special Revenue Fund - Cal-ID and the County’s DNA Identification Fund (4/5 vote required)
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Sheriff’s Office recommends that the Board of Supervisors:
1. Approve a $595,316 agreement with MorphoTrack, LLC to implement Phase 1 of the automated biometric identification system project;
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2. Delegate authority to the County Administrator to execute the agreement and any amendments that remain within budgeted appropriations not to exceed $50,000;
3. Authorize the Sheriff or his designee to execute amendments which are technical in nature; and
4. Approve Appropriation Transfer Requests to reflect operating transfers to the Sheriff’s operating budget totaling $495,316 from the Sheriff’s Special Revenue Fund - Cal-ID and the County’s DNA Identification Fund (4/5 vote required).
SUMMARY:
The County’s current Automated Fingerprint Identification System (AFIS), which uses only one biometric indicator, is nearing end of life and will no longer be supported. With the approval of the County’s local Remote Access Network (RAN) Board and the County Administrator, the Sheriff’s Office contracted with a consultant, AFIS and Biometrics Consulting, Inc. (Consultant), to complete a comprehensive needs assessment and develop a replacement plan to be phased in over the next two to three years. After completing the assessment, the Consultant recommends the County move toward a new technology that encompasses the capability to use additional forms of biometrics such as facial recognition, DNA and retina scans. The County RAN Board has approved the recommended phased-in replacement plan for a new Automated Biometric Identification System (ABIS).
Phase 1 of the plan requires the Sheriff’s Office to work with the existing vendor since the current AFIS and DNA records are housed in the vendor’s proprietary database. The Sheriff is recommending delegated authority to execute the agreement with MorphoTrak for Phase 1 which includes converting and archiving current AFIS and DNA records and hard-copy legacy records to a database using standardized formats; providing a web-based application interface; implementing Morpho Archive Service to include search and report features; interface upgrade to existing LiveScan stations and mobile ID devices; the purchase of hardware and software to upgrade the current multiprint station used to input latent prints; and enhancing the ATIMS jail booking workflow.
The Sheriff anticipates returning to the Board for approval of Phase 2 in connection with the FY2018/19 Recommended Budget.
FINANCIAL IMPACT:
The total estimated cost for the new ABIS is $1.4 million. This project will be completed and funded in two phases. The Phase 1 cost after negotiations between our Consultant and MorphoTrak is $595,316. The cost of these services and equipment is entirely offset by Operating Transfers-In from the Sheriff’s Special Revenue Fund - Cal-ID ($95,316) and the County’s DNA Identification Fund ($400,000), and use of Homeland Security grant funds ($100,000). Therefore, Board action does not impact the County General Fund. The cost for Phase 2 will be largely funded by Cal-ID funds.
The Appropriation Transfer Request (ATR) is necessary to recognize unanticipated operating transfers-in and the related operating transfers-out. Homeland Security Grant funds were appropriated with Board approval of the Supplemental Budget.
Under the authority of Government Code section 76102, the Board adopted Resolution 91-230 to establish the County’s Automated Fingerprint Identification Fund to implement an Automated Fingerprint Identification System, including the purchase, lease, operation, including personnel and related costs, maintenance or replacement of automated fingerprint equipment. The Fund’s balance as of July 1, 2017 was $561,647. The primary source of revenue is a $1 add-on fee to a County resident’s vehicle registration yielding approximately $400,000 a year. The Fund also receives approximately $65,000 in assessment fee revenue levied on criminal and traffic fines collected by the Court. These revenues offset the roughly $425,000 annual cost of 2.0 FTE Latent Fingerprint Examiners and their operational costs including the annual maintenance and support costs of the AFIS. The Fund balance increases between $25,000 and $50,000 a year and is set aside to help offset the system replacement costs.
Under authority of Government Code section 76104.6, the County established the County’s DNA Identification Fund. DNA Identification funds may be used to reimburse the sheriff or other law enforcement agencies for the collection of DNA specimens, samples, and print impressions; for expenditures and administrative costs to confirm a person qualifies for entry into the DOJ DNA and Forensic Identification Database, including procurement of equipment and software; and used to reimburse the sheriff, police, district attorney, and regional state crime lab for expenditures and administrative costs in connection with processing, analysis, tracking, and storage of DNA crime scene samples. The Fund’s balance as of July 1, 2017 was $669,260. The source of revenue is from the 2004 DNA Fingerprint, Unsolved Crime and Innocence Protection Act (Proposition 69) that levied $1 on criminal and traffic fines collected by the Court yielding approximately $100,000 a year. This revenue offsets the Sheriff’s $60,000 average annual cost for collecting DNA specimens and samples. The Fund balance increase between $35,000 and $50,000 a year and has no immediate designation.
DISCUSSION:
The current regional AFIS will reach its end of life in FY2017/18. AFIS provides an accelerated response to fingerprint searches for identification of individuals in the field. The mobile ID units are used during car stops for motor-related offenses such as driving impaired, unlicensed drivers and vehicle theft. The two finger search is submitted to our local AFIS and the CAL DOJ systems simultaneously. This rapid response allows for field officers, especially those making traffic stops, to: 1) Authenticate individuals remotely and avoid unnecessary transfers to a booking facility; 2) Rapidly identify dangerous individuals including persons with active warrants; 3) Confirm instances of mistaken identities; and 4) View a driver's license photograph from the field. AFIS has been most efficient in solving burglaries and have decreased the amount of time needed to run fingerprints thereby giving field officers more time to patrol and respond to a greater number of calls. AFIS is used by the Sheriff and all local law enforcement agencies.
Based on a comprehensive needs assessment, the Consultant and the Sheriff’s Office developed a replacement plan to be phased in over the next two to three years. This plan was supported and recommended to the Sheriff by the RAN Board and is enumerated below:
Phase 1
• Purchase a NIST Archive;
• Convert existing incident records from the AFIS to the NIST Archive;
• Reconfigure the ABIS to store the person record and a limited number of the most recent incident records;
• Upgrade the existing MultiPrint Station (Windows XP) in order to be CA DOJ/FBI compliant;
• Replace the Mobile Gateway with an non-proprietary solution; and
• Develop an enhanced ICD with an improved ATIMS/ABIS Jail Booking Workflow.
Phase 2
• Issue a competitive Request For Proposals to bid on a fully functional ABIS system or work to sole source to current vendor should that be in the best interests of the County;
• Negotiate and complete the contract process;
• Purchase the hardware components including servers, LiveScans and mobile ID units and the software application;
• Train staff; and
• Implement the new ABIS.
With Board approval, the Sheriff’s Office will implement Phase 1 of the ABIS replacement project.
ALTERNATIVES:
The Board of Supervisors could choose not to approve the agreement; however, this alternative is not recommended as Phase 1 is necessary to build interfaces and convert and archive current AFIS and DNA records and hard-copy legacy records to a database using a federally accepted standardized format so that this information could be shared using any vendor’s proprietary system which would open up the field of vendors should a competitive bid be in the best interests of the County.
OTHER AGENCY INVOLVEMENT:
The County’s local RAN Board has approved Phase 1 of the replacement plan. The Auditor-Controller and the District Attorney have agreed upon the use of DNA funds.
County Counsel has reviewed and approved the agreement as to form. The County Risk Manager approved the insurance provision and related liability limits. The County Administrator’s Office and Central Services - Purchasing have approved sole sourcing the services to MorphoTrak due to MorphoTrak’s proprietary use over its equipment and software system.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION